DocuShare Quick Search Supplement

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1 DocuShare Quick Search Supplement

2 Publication date: March 2011 This document supports DocuShare Release Prepared by: Xerox Corporation DocuShare Business Unit 3400 Hillview Avenue Palo Alto, California USA 2011 Xerox Corporation. All rights reserved. Xerox, DocuShare, and Fuji Xerox are trademarks of Xerox Corporation in the United States and/or other countries. All other trademarks are the property of their respective companies and are recognized as such.

3 Table of Contents Chapter 1 DocuShare Quick Search Overview Chapter 2 The Quick Search Web UI The DocuShare Quick Search home page Running a search from the home page Using the side-by-side viewer Changing your home page Chapter 3 Configuring Quick Search Changing the property display for documents Setting up the Cabinet Explorer folders Setting the home page DocuShare Quick Search Supplement iii

4 Table of Contents iv DocuShare Quick Search Supplement

5 DocuShare Quick Search 1 Overview DocuShare Quick Search enables you to easily and rapidly find and view the documents stored in DocuShare folders, called collections. Using a web browser and a straightforward search interface, you can find the documents you need when you need them. DocuShare Quick Search provides a custom home page that allows you to find documents as well as navigate your folder structure. In addition, a side-by-side viewer lets you browse document content while viewing and editing the document s associated properties. This supplement describes the features unique to DocuShare Quick Search: the home page and its search capabilities; the document and properties viewer; and the Quick Search page in the Administration UI. All other features and capabilities are described in the DocuShare User Guide and the DocuShare Administrator Guide located on the site Help Desk. DocuShare Quick Search Supplement 1 1

6 Overview DocuShare Quick Search 1 2 DocuShare Quick Search Supplement

7 The Quick Search Web UI 2 DocuShare Quick Search provides a search-oriented home page and a side-by-side viewer that lets you view document content while viewing and editing the document s properties. This chapter explains how to use those features. The DocuShare Quick Search home page Your administrator customizes the Quick Search home page to display specific documents, properties, and top-level folders. However, the home page looks similar to the example shown below, with a search area on the left and your folder structure on the right. A C B The Quick Search home page includes these features: A Quick search area for finding documents that include one or more search words B Property search area for finding documents based on assigned property values C Your site s top-level file folders (also referred to as collections), which you can click to open DocuShare Quick Search Supplement 2 1

8 Running a search from the home page The Quick Search Web UI Your administrator determines the home page used on your site: the standard DocuShare home page, the Quick Search home page, or the My DocuShare page. The home page displays after you log in and when you click the Home link on the navigation bar. In addition, you can choose to set a different home page. See Changing your home page on page 2 4. From any DocuShare page, you can go to the standard DocuShare home page by clicking the Classic DocuShare Home link under My Links on the page footer. To go to the Quick Search home page, you click the Quick Search Home link under My Links. Running a search from the home page From the Quick Search home page, you can run a basic search to quickly find documents. Depending on how your site is set up, you may also be able to find documents based on their type and assigned property values. To run a basic search: 1. Go to the Quick Search home page. 2. From the Document Type menu, select the type of document to find. More than one type of document appears if there are custom documents on your site. 3. Under Quick Search, enter one or more words in the field. Separate each word with a space. Searches are not case-sensitive. A search for Atlantic Ocean is identical to a search for atlantic ocean. Also, you can exclude common words such as from, it, and where. 4. Under Property Search, narrow your search by entering values in one or more of the displayed property fields. 5. Click Search. DocuShare displays the search results. Refer to the DocuShare User Guide for additional search capabilities such as using the search area on the navigation bar and running advanced searches. 2 2 DocuShare Quick Search Supplement

9 The Quick Search Web UI Using the side-by-side viewer Using the side-by-side viewer For PDF documents, a variety of image documents (GIF, JPEG, PNG, TIFF), and other document formats, you can view the document content while viewing and editing the document s properties. A small Windows icon appears next to the title of a document that you can open in the side-by-side viewer. Note: To view Microsoft Office 2003 documents, you should use Internet Explorer. Also, make sure your Folder Options are configured to open each document type within the same browser window. To view Microsoft Office 2007 documents, you should use Internet Explorer and you should change the registry to allow the Office 2007 system files to open in Internet Explorer. See the Microsoft article for more information. To view a document and its properties: 1. Locate the document that you want to view. 2. Click the document title. Both the document and its properties display in a separate window. Note: To open or download the document, click the Document icon located to the left of the document title. 3. On the Edit Properties page, change any of the properties and click Update. If you only see the View Properties page, then you do not have the necessary permission to edit the properties. 4. Click Close to close the window. DocuShare Quick Search Supplement 2 3

10 Changing your home page The Quick Search Web UI Changing your home page If you prefer to use a home page different from the one your administrator specified for your site, you can set your own home page. To change your home page: 1. On the navigation bar, click your username. 2. On the View Properties page, click the Edit link. 3. In the Home Page field, enter the URL to a collection or workspace (for example: or click one of the preset URLs. 4. Click Apply. Each time you log in and click the Home link on the navigation bar, the page you specified will appear. At any time you can display the DocuShare or the Quick Search home page using the links under My Links on the page footer. 2 4 DocuShare Quick Search Supplement

11 Configuring Quick Search 3 DocuShare Quick Search provides a configuration page in the Administration UI. If you are an administrator, you use this page to select the properties that display for each type of document on the Web UI pages and to set up the top level collections that display on the Quick Search home page. Changing the property display for documents Using the Quick Search page, you can change the properties that display on the search home page and the side-by-side viewer for each type of document on your site. In addition, when new custom document types are added to your site, you can add the document types and then select the properties to display on the Web UI pages. When you no longer want a document type to appear on the search home page or to use the specified properties in the side-by-side viewer, you can remove the document type. To change the document types and properties that display on Web UI pages: 1. On the DocuShare navigation bar, click Admin Home. 2. From the Administration menu, click Site Management Quick Search. 3. Click the tab for the Web UI page whose displayed properties you want to change. 4. From the Document Type menu, select the document type whose displayed properties you want to change. A list of properties for that Web UI page and document type displays, with Yes and No radio buttons next to each property. 5. For each property, click Yes if you want the property to appear on the selected page for the document type or click No if you do not want the property to appear on the selected page for the document type. Properties are displayed on the page in the order in which you select them. Note: When setting the properties to display on the search home page, the same properties display as column headings on the search results page. Therefore, you may want to limit the number of properties as the page width increases to accommodate the properties. 6. To make more changes, repeat steps 3 through To add a new document type, do the following: a. Click the Document Types tab. b. From the Add Document Type menu, select the document type. DocuShare Quick Search Supplement 3 1

12 Changing the property display for documents Configuring Quick Search Note: If the Add Document Type menu does not appear, then there are not any custom document types that you can add. c. Click the Add button. The document type appears in the Document Type menu on the three other tabbed pages and on the search home page. Repeat steps 3 through 5 to select the properties to display for that document type on the Web UI pages. 8. To remove a document type, do the following: a. Click the Document Types tab. b. From the Remove Document Type menu, select the document. Note: If the Remove Document Type menu does not appear, then all document types have been removed. c. Click the Remove button. The document type no longer appears in the Document Type menu on the three other tabbed pages and on the search home page. 3 2 DocuShare Quick Search Supplement

13 Configuring Quick Search Setting up the Cabinet Explorer folders Setting up the Cabinet Explorer folders Using the Web UI and the Quick Search configuration page, you can define which top level folders (collections) to display on the Quick Search home page and create a collection hierarchy under those folders. Before you begin, you should plan the collection hierarchy that you want to use at your site as well as the access permissions you want to give to site users and groups. To set up the Cabinet Explorer top level folders: 1. In the Web UI, create a collection. Note the handle number. 2. In this collection, add the collections that you want to display under Cabinet Explorer on the Quick Search home page. These are the top level folders. 3. In the top level folders, create additional collections. 4. Continue creating collections until your hierarchy is complete. 5. On the DocuShare navigation bar, click Admin Home. 6. From the Administration menu, click Site Management Quick Search. 7. Click the Search Home Page tab. 8. In the Collection Handle field, enter the collection handle you noted in step Click Apply. 10. On the DocuShare navigation bar, click Home. The collections you created in step 2 display under Cabinet Explorer. DocuShare Quick Search Supplement 3 3

14 Setting the home page Configuring Quick Search Setting the home page Depending on your site preferences, you can set the default home page. The home page displays after users log in and when they click the Home link on the navigation bar. To set the home page: 1. On the DocuShare navigation bar, click Admin Home. 2. From the Administration menu, click Site Management Site Configuration. 3. From the Set Home Page menu, select the page that you want to display after users log in and when they click the Home link on the navigation bar. Users can choose to set a different home page. See Changing your home page on page DocuShare Quick Search Supplement

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